As a GTDer, I follow the “what is it and what does it mean” method of determining places and next actions for all the “stuff” that comes in via email, mail, etc. In today’s “Productive Living” newsletter from David Allen, he provides a fantastic list of scenarios to help you decide where it all goes.
So if you have trouble figuring out what to do with something – or not to do with it – refer to the chart below. Print out a copy and keep it handy on top of your in basket. Email it to yourself and keep in that inbox for handy reference when processing emails. It works whether your system is physical, electronic, or a combination. In no time, you’ll process automatically without having to think too much about it.
This helps keep your mind and your space clutter-free and prepared to do what’s most important.
clipped from www.davidco.comSo, how does the meaning of something translate into organization? Pick up anything around you that you’re wondering what to do with, and apply a simple set of formulae:
| I don’t need or want it | = | trash |
| I still need to decide what this means to me | = | In-basket item |
| I might need to know this information | = | reference |
| I use it | = | equipment and supplies |
| I like to see it | = | decoration |
| When I could possibly move on it, I want to see the action as an option |
= | next action reminder, reviewed when and where it could be done |
| I need to be reminded of this short-term outcome I’ve committed to |
= | project list item, reviewed weekly |
| I need to have this when I focus on a project | = | support material |
| I might want to commit to this at any time in the future | = | Someday/Maybe list item |
| I might want to commit to this on or after a specific time in the future |
= | calendared or “tickled” item incubated for review on a specific future date |
| I want to achieve this “bigger” outcome | = | goals, objectives, visions that you review on some longer interval (a.k.a. your higher level Horizons of Focus) |
| It’s something someone else is doing that I care about | = | item on Waiting-For list, reviewed at least weekly |
| I need to consider it when I do certain recurring activities |
= | item on a checklist |
Test these against anything you find lying around you in work or life that you think you need to know how to organize. Organizing tools should not be so mysterious—they are merely to support these various functions.
This is simple common sense. So why do so many people feel like they need to be more organized? Because most avoid deciding what so many things actually mean to them, which makes it impossible to know what to do with them. And what’s even thornier is that even if they “get organized” according to these simple criteria, it is highly likely that they can become disorganized rapidly. Over time (and often not that much time) things change in meaning. The magazine is no longer the current issue, the project is no longer something we’re committing to action, and the good idea isn’t so good any more. So even if we get our ducks in a row, they wander off of their own accord. Being organized is a dynamic process, demanding consistent reevaluation, rethinking, and renegotiating the relevance of things in our physical and psychological environment.
We don’t tell people how to get organized. We only assist them to marry what things mean to where they are. Simple, tricky business.
Please feel free to forward this message to friends, family, and colleagues, keeping our contact and copyright information intact.
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Please visit us on the web at <www.davidco.com>, email us at info@davidco.com, or call 805-646-8432.
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407-F Bryant Circle
Ojai, CA 93023
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info@davidco.com
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{ 2 comments… read them below or add one }
Great article.
For implementing GTD you can use this web-based application:
http://www.Gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
Comes with a mobile version too, and with an Android app.
Thanks for the info, Dan! Do you work for Gtdagenda? I went to check it out, but didn’t find any background on the company.